The application package published on the SHAPES Open Call portal contains a model SHAPES Subgrant Agreement. This is a template for the Agreement that will be signed between successful applicant and SHAPES project coordinator.
SHAPES Consortium reserves the right to further amendments before the sumission date of the SHAPES Open Call 3. The final version will be negotaiated among the two parties, especially with respect to the technical appendix where the scope of work, deliverables with submission dates, as well as a payment schedule will be defined.
All data collected and/or processed in the SHAPES project need to be compliant with the GDPR regulation. In this respect, the SHAPES Open Call will involve:
- Collection of personal and non-personal data from the open call applicants
- Collection and processing of site-related data by the successful applicants
By inviting participants to submit a project proposals, the SHAPES Consortium will collect participants' personal data submitted by them and process it in accordance with applicable law and data protection with particular regard to the General Data Protection Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 (infra “GDPR”). The principles of fairness, lawfulness, transparency, and integrity will be fundamental in the processing of participants' personal data, privacy and rights.
Nature of data collected
The "Submittable" online form has been created for submitting applications for the SHAPES Open Call. Participants are expected to enter their details using the online form. In this way SHAPES collects contacts details of the main contact person and relevant registration numbers relevant to the submitted application.
The personal information, referring to as a natural person, or related to the company that one represents, is collected for the purpose of checking the eligibility of the applicant for funding and for the purpose of the obligatory reporting by the SHAPES project to the European Commission.
The personal data may be processed both by digital and non-digital means, with full respect for the security measures provided by the GDPR.
Additionally, during the project period the successful applicants may be requested to participate in interviews and/or to contribute to dissemination material about their projects. Such a material, including personal data, may be published through SHAPES social media channels, the SHAPES portal or communicated in relevant press releases.
The personal data may be used for contacting Open Call participants after the end of the project, to inform them of similar initiatives and to invite them to participate in SHAPES project activities and events. For these purposes, communication via email is the most likely to be used.
The SHAPES project considers the security of all personal data seriously and has followed a privacy-by-design architecture in order to ensure that all private and identiofiable data is secure at all times.
Providing the personal data for the purpose of registration and submission of the project proposal is not compulsory, yet the refusal to provide such a data will prevent potential applicants from participating, as it will render such applications ineligible to receive the grant.
Providing data for the promotional and marketing purposes is optional and requires relevant prior consent, that one may give by clicking the relevant checkbox in the application form. In the absence of such consent, one can still participate in the project. The consent, once provided, can be revoked at any time for all the contact modes (whether traditional, such as paper-based mail, or automated, such as SMS or e-mail), as well as only for one or some of them, by submitting a request to the Data Controller (SHAPES Project Coordinator), without any formality, at the following email addresses: firstname.lastname@example.org.
Principles of sharing personal data of the applicants within SHAPES project
SHAPES will anonymise any personal and identifiable data in the initial eligibility check phase of the post-submission process. Only data for eligible applicants will be shared with Open Call reviewers, who will be bound by the signed Declaration of Absence of Conflict of Interest prior to conducting their evaluations.
Poposals will be shared also with the Project Management Board of the SHAPES project. Any organisation involved in the evaluation of Open Call application will be considered as Data Processors. Names of companies receiving funding through SHAPES Open Calls shall be published on the SHAPES portal together with their project title and the funding amount, compliant with EC guidelines for Cascading funding.